Business Service Center

A-Team

August 23, 2013

ePAR Updates

•  Now  able  to  do  9/1  transac2ons  •  Warning  messages  vs.    

                       Error  messages  •  No  need  to  create  9/1  transac2ons  for  current  

employees  with  no  changes  •  Transac2ons  currently  in  the  works  =  Transfers  to  

Another  Department  •  New  How  To’s….on  website  

Questions, ePAR Update •  Warning  message  about  a  future  dated  row  is  just  a  reminder  for  you  –  it  does  not  

prevent  you  from  completing  the  ePAR.      •  Question:    I  tried  to  do  an  ePAR  for  an  hourly  1705  and  it  required  a  Career  Center  

req#.    That  used  to  not  be  required  for  1705’s.    What  am  I  supposed  to  do?  

•  Donna  Asher  said  that  is  a  recent  change  requested  by  Career  Center.    The  nomenclature  has  also  changed  to  Eaglenet  Job  ID#.    She  suggested  that  they  contact  Beverly  Wilkes  in  the  Career  Center.  She  will  send  you  a  form  to  return  to  her  and  she’ll  send  you  a  Job  ID#.  

   •  Donna  Shell  noted  that  we  are  working  on  a  change  for  hourly  hires  in  ePAR.    The  

supervisor  will  not  automatically  populate  on  hourlies.    Students  often  have  jobs  in  other  departments  or  move  to  another  department,  and  there  were  instances  where  the  new  department  did  not  update  Supervisor  on  the  new  ePAR  and  it  cause  issues  for  time  reporting,  etc.    We  will  change  that  Rield  to  not  automatically  populate  with  a  supervisor  anymore.  

       

     

Questions, continued •  Question  re  whether  it’s  been  discussed  that  we  could  have  the  option  to  Cancel  a  

submitted  ePAR  like  when  there’s  an  error  and  we  want  to  pull  it  back  before  the  approver  sees  it,  etc.  and  just  redo  it.  

   •  Donna  Asher  said  that  is  on  the  list  to  consider.    They  are  looking  at  adding  that  

feature.      •  Donna  Shell  also  said  that  we  are  looking  at  how  to  modify  the  workRlows  for  

employee  changes  for  positions  funded  on  multiple  deptids  or  projids.    If  you  are  making  a  change  to  only  one  funding  source  for  a  position,  there  is  no  value  in  that  ePAR  going  to  all  the  other  deptid  holders  in  the  workRlow  if  they  have  nothing  to  actually  approve  (plus  it  could  get  held  up  in  another  department).  

•  Question  –  we  have  been  told  that  employees  are  going  to  enter  their  own  time  in  the  near  future.    Is  that  true?  

•  Yes,  but  we  aren’t  there  yet.    When  that  time  comes,  we  will  have  focus  groups  to  get  your  feedback.    We  are  looking  at  automating  the  entire  process  to  replace  the  UPO  15,  24  and  25  

   

Inbound Freight Savings with

How  you  save  on  your  inbound  shipping  costs  

 Presented  by:  

   Debbie Reynolds

Exec. Director of Procurement Services

•  Vantage  Point  Logis2cs  (VPL)  is  helping  UNTS  save  money  on  shipments  received  everyday  from  suppliers  

•  Suppliers  significantly  mark-­‐up  charges  to  UNTS  when  they  bill  for  shipping    

•  VPL  works  directly  with  your  suppliers  to  u2lize  UNTS’  strong  discounted  rates  with  FedEx  

Procurement Services

•  How  you  place  orders  or  receive  shipments  does  not  change  

•  Shipping  charges  will  now  come  from  VPL,  at  an  average  savings  of  35%  

•  VPL  will  match  shipping  charges  back  to  the  appropriate  GL,  department,  grant,  etc.  associated  with  the  PO  

Procurement Services

Will we really save money on shipping? Let’s look at an example…

Procurement Services

Will we really save money on shipping?

Shipping comparison

Supplier shipping rate: $41.00 VPL Shipping rate: $22.16 Savings: $18.84 (over 45%!)

Procurement Services

What  other  benefits  do  you  get  with  VPL?  Ø Vendor  Management  Ø Carrier  Invoice  and  Alloca2on  •  VPL  audits  your  shipments  for  correct  

pricing  Ø Proac2ve  Account  Management  Ø Repor2ng  and  Analy2cs,  as  needed  

Procurement Services

Two Financial Transactions

•  One  for  your  original  requisi2on/purchase  order  paid  to  vendor  furnishing  the  product.  

 •  A  second  for  your  shipping  costs  paid  to  VPL.  

Save with vendors like these

And many more!

Procurement Services

Many other institutions are already fighting back to save significantly on freight!

Procurement Services

Questions, Vantage Point Logistics •  Question  –  will  we  get  a  receipt  from  VPL  if  they  handle  the  shipping  on  a  PCard  purchase  so  that  we  have  that  for  our  PCard  reconciliation?  

•  You  should  get  a  receipt.    If  you  do  not,  contact  Debbie  Reynolds.          •  VPL  will  not  ship  assets  (those  items  that  are  controlled/get  tagged  and  placed  on  your  inventory).      •  Question  –  will  there  be  a  delay  between  the  shipping  and  purchasing  transactions  posting?      •  There  shouldn’t  be,  but  this  is  a  new  process.  We  will  see  how  it  works  and  appreciate  your  feedback.  

Corporate Travel Planners (CTP)

The  BSC  has  contracted  with  Corporate  Travel  Planners  (CTP)  to  serve  as  the  preferred  vendor  for  advance  travel  planning.    In  addi2on  to  the  convenience  CTP  provides,  using  the  preferred  vendor  alleviates  paperwork  submission  required  to  pay  for  advance  travel,  and  increases  the  level  of  customer  service  offered  to  travelers.      

Corporate Travel Planners Login Go  to  www.concursolu2ons.com    

In  the  User  Name  field,  type  (your  EUID)@unt.edu    

Password  is:  welcome  (no  caps)  

Corporate Travel Planners Reminders

First  Dme  users  –  be  sure  the  appropriate  approver  is  listed  under  your  profile.  If  you  travel  using  different  depDd/projid’s  you  must  do  this  each  Dme.  

   

Corporate Travel Planners Homepage

Once  you  are  logged  in  you  may  begin  to  search  flights,  car  rentals  and  hotels.  From  this  page  you  make  your  reserva2ons  and  also  see  your  upcoming  trips.    Please  call  the  Travel  Department  if  you  need  to  book  for  guest  travelers  or  need  any  further  assistance.  

Questions, Corporate Travel Planners •  Question  –  is  CTP  open  to  all  of  the  campus?      •  It  is  still  in  soft  launch  but  if  you  call  the  BSC  at  x5500  and  ask  for  the  Travel  team  they  will  get  you  set  up.      •  Question  –  I  purchased  two  tickets  in  July  and  they  said  they  would  show  up  in  the  next  credit  card  cycle,  which  has  already  posted  –  but  it  hasn’t.    I  need  those  two  tickets  to  go  through  on  FY13  funds.      •  Susan  Sims  assured  her  that  she  had  just  approved  that  one  and  it  will  be  on  FY13.    Debbie  mentioned  that  we  have  until  September  3rd  for  FY13  travel  to  be  Rinalized.      •  Debbie  mentioned  that  we  are  working  on  automated  the  deptid  holder  to  show  up  as  approver  on  all  transactions  but  right  now  it  is  set  to  populate  with  your  actual  supervisor  so  you  need  to  change  that  to  your  deptid  holder  if  the  deptid  holder  is  not  your  supervisor.        •  Question  –  can  you  limit  it  to  only  certain  deptid  numbers?      •  Right  now  we  can’t  –  we  don’t  own  the  software  but  if  we  do  end  up  being  able  to  purchase  that  software  we  will  be  able  to  do  many  more  customizations.    Right  now  we  are  paying  for  a  service  but  we  don’t  own  the  system.      •  Question  –  can  you  insert  other  (additional)  approvers?      •  It  is  limited  to  one  –  we  are  just  concerned  with  the  budget  aspect  (that  you  have  the  funds)  so  that’s  why  the  approver  is  the  deptid  holder.          

Reminders    

Fiscal Year End •  Remember  to  review  your  outstanding  requisi2ons…  

Remember to Budget Check to Release Funds                      You  do  not  want  to  see  this:    

•  We  suggest  no  Pcard  transac2ons  acer  today,  August  23rd.  

•  Travel  Vouchers  to  be  paid  from  FY13  funds  are  due  to  BSC  by  5:00pm,  Tuesday,  September  3rd.  

•  Payments  from  FY14  funds  will  begin  Monday,  August  26th.  

•  Pcard  data  entry  in  GCMS  for  FY13  must  be  completed  by  5:00pm,  Wednesday,  September  4th  

PAYROLL  UPDATES  

Payroll Update – End of Year Deadlines •  Hourly  Time  &  Labor  Deadline  –  Tuesday,  September  3,  

2013  Ø All  hourly  2me  through  Saturday,  August  31,  2013  must  be  entered  and  approved.  

Ø Any  2me  entered/approved  acer  this  deadline  will  be  paid  with  fiscal  year  2014  funds.  

•  Salaried  Time  Deadline  –  Friday,  September  13,  2013  Ø All  salaried  2me  through  Saturday,  August  31,  2013  must  be  entered  and  approved.  

Ø Time  must  be  entered  and  approved  so  lapsing  of  vaca2on  leave  will  be  processed  correctly.  

Payroll Update – Payroll Processing Changes •  Changes  Beginning  with  FY  ‘14  Processing  

Ø Slight  enhancements  to  increase  efficiency  and  provide  greater  flexibility  in  2ming  of  supplemental  paycheck  processing.      

Ø Hourly  deadline  for  approvals  will  be  a  few  days  sooner.  Ø Hourly  supplemental  to  be  paid  on  regular  pay  date  will  be  added.    

Ø Informa2on  will  be  distributed  to  2mekeepers  and  posted  on  website  soon.    We  will  no  longer  u2lize  the  MS  Outlook  calendars  for  deadline  informa2on.  

Payroll Deadlines for ePAR TransacDon  Type    Pay  Period  Final  Approval  Deadline  Pay  Date  Semi-­‐Monthly  Salaried  9/1  -­‐  9/15  Thursday,  9/5/13    9/16/13    Monthly  Salaried    9/1  –  9/30  Monday,  9/16/13  10/1/13  Task  Payments    9/1  –  9/30  Monday,  9/16/13  10/1/13  S2pend  Payments  9/1  –  9/30  Monday,  9/16/13  10/1/13  Semi-­‐Monthly  Salaried  9/16  –  9/30  Monday,  9/16/13  10/1/13  Hourly  (ePAR)    9/1  –  9/15  Monday,  9/16/13  10/1/13  

   

Hourly Payroll Deadlines for Time & Labor Payroll      Pay  Period  Final  Approval  Deadline  Pay  Date  Regular  Hourly    8/16  –  8/31  Tuesday,  9/3/13    9/16/13  *Supplemental    8/16  –  8/31  Tuesday,  9/10/13  

 9/16/13  Regular  Hourly    9/1  –  9/15  Thursday,  9/19/13  10/1/13  *Supplemental    9/1  –  9/15  Tuesday,  9/24/13  

 10/1/13      *Supplemental  payroll  will  be  processed  for  late  approvals.    No  addi2onal  hourly  payrolls  will  be  processed  un2l  the  next  regular  payroll  date.    

Salaried Payroll Deadlines for Time & Labor Payroll        Pay  Period    Final  Approval  Deadline  Monthly  &  Semi-­‐Monthly    8/1  –  8/31    Friday,  9/13/13  Monthly  &  Semi-­‐Monthly    9/1  –  9/30    Monday,  10/14/13    *Deadline  is  for  all  leave  2me  to  be  entered  for  salaried  employees.  

Questions, Payroll Update

•  Question  –  by  what  time  do  we  have  to  have  the  hourly  time  approved  for  FY13?          •  5:00  PM  

•  When  do  we  have  to  have  it  entered  so  that  it  can  be  approved  then?      •  Before  11:00  AM  on  the  day  of  the  deadline  (Time  Admin  runs  at  11:00  AM)      

QUESTIONS?